Job summary
The post holder will work independently within Cwm Taf Morgannwg University Health Board (CTMUHB) policies and procedures and provide a high quality administrative and data analysis support function to the vaccination and immunisation/ Health Protection Services.
The post holder will carry out a range of duties including diary management, taking meeting notes, using a variety of IT applications, undertaking data analysis of information from Public Health Wales, creating and maintaining spread sheets/action plans, producing immunisation uptake reports, setting up databases, inputting information into Immunisation dashboard.
The post holder will also monitor of CTMUHB Immunisation Service enquiries, answering the phone and managing calls, maintaining records systems, dealing with incoming correspondence, arranging immunisation training, booking appointments and meetings along with the wider Health Protection work.
The post holder will be required to establish and maintain effective communication with a wide variety of multi-disciplinary teams, partner organisations, patients, their families/relatives and other professionals. This will include travelling to multiple sites and venues in support of the clinical team when needed.
Main duties of the job
- Ensure vaccination and immunisation/Health Protection information is processed in accordance with policies and procedures.
- Develop or adapt web pages, immunisation information reports.
- Assist in the analysis of immunisation data/interpretation of datasets.
- Liaise with health professionals and UHB staff , and other external agencies to ensure all relevant documentation is received in order to support complex patient requests.
- Plan tasks and activities that may require adjustment.
- Allocate work to other administrative staff on a daily basis.
- Support outreach vaccination services with administration support, along with any administration support to the wider Health protection initiatives.
- Be responsible for information systems for collection of statistical information.
- Responsible for the rota systems and allocation of administrative support.
- Shift allocation for bank staff on the health roster, under guidance from Senior administration Manager
- Deal with statistical/analytical queries, manage the administrative processes, including setting up new systems, databases electronic and/or manual as required to improve service delivery.
- Point of contact via CTM enquiries, telephone and answer queries.
- Support Senior Administration Manager in the day to day management of the administration team.
- Complete and review Departmental Risk Assessments as directed by Management.
- Undertake general administrative work such as photocopying, scanning and filing.
About us
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.
We live by our core values:
- We listen, learn and improve
- We treat everyone with respect
- We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Person Specification
Qualifications and/or knowledge
Essential
- Knowledge of one or more computer system(s), hardware or software, or telephony systems acquired through Diploma or equivalent experience / qualification, advanced European Computer Driving License (ECDL) or equivalent knowledge.
- Advanced keyboard skills/inputting and manipulating data, information into computer databases.
- Knowledge of administrative and secretarial practices and procedures acquired through training or possess skills, knowledge and experience to diploma level equivalency.
- Knowledge of WIS administration system.
- Knowledge of organisational policies and practices.
Desirable
- Knowledge and understanding of Public Health epidemiology
- Knowledge and understanding of Primary Care functions
- Knowledge of Immunisation terminology. Training in Clinical Systems e.g. Myrddin. Oracle training.
Aptitude and abilities
Essential
- Familiarity of using Microsoft Office Software e.g. Word, Excel, PowerPoint and Outlook.
- Good organisational and time management skills.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
- Able to deligate daily admin duties
Desirable
Values
Essential
- Promote and uphold the values and behaviours of CTMUHB.
Other
Essential
- Able to travel across CTM in a timely manner.
Experience
Essential
- Experience with statistical/analytical working & validation work.
- Experience of using computer packages including data entry into databases.
- Experience of working in a busy office environment.
- Experience of working in a multi-disciplinary setting.
- Experience of data analysis and report writing.
Desirable
- Experience of working in a health environment.
- Experience of dealing with public.
Person Specification
Qualifications and/or knowledge
Essential
- Knowledge of one or more computer system(s), hardware or software, or telephony systems acquired through Diploma or equivalent experience / qualification, advanced European Computer Driving License (ECDL) or equivalent knowledge.
- Advanced keyboard skills/inputting and manipulating data, information into computer databases.
- Knowledge of administrative and secretarial practices and procedures acquired through training or possess skills, knowledge and experience to diploma level equivalency.
- Knowledge of WIS administration system.
- Knowledge of organisational policies and practices.
Desirable
- Knowledge and understanding of Public Health epidemiology
- Knowledge and understanding of Primary Care functions
- Knowledge of Immunisation terminology. Training in Clinical Systems e.g. Myrddin. Oracle training.
Aptitude and abilities
Essential
- Familiarity of using Microsoft Office Software e.g. Word, Excel, PowerPoint and Outlook.
- Good organisational and time management skills.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
- Able to deligate daily admin duties
Desirable
Values
Essential
- Promote and uphold the values and behaviours of CTMUHB.
Other
Essential
- Able to travel across CTM in a timely manner.
Experience
Essential
- Experience with statistical/analytical working & validation work.
- Experience of using computer packages including data entry into databases.
- Experience of working in a busy office environment.
- Experience of working in a multi-disciplinary setting.
- Experience of data analysis and report writing.
Desirable
- Experience of working in a health environment.
- Experience of dealing with public.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
